Administrative Associate

Job Posting Title:

Administrative Associate

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Hiring Department:

University Interscholastic League

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Position Open To:

All Applicants

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Weekly Scheduled Hours:

40

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FLSA Status:

Non-Exempt from FLSA

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Earliest Start Date:

Immediately

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Position Duration:

Expected to Continue

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Location:

UT MAIN CAMPUS

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Job Details:

General Notes

The University Interscholastic League (UIL) is the governing body for extracurricular activities in Texas public schools. The UIL sanctions and conducts activities in academics, music and athletics for students in elementary, middle school and high school in over 1,200 member school districts.

The university provides employees a competitive benefits package that includes health insurance (premiums covered 100% for full-time benefits-eligible employees), retirement plans, and paid leave, in addition to other programs and services. Additional information is available at

Purpose

Provide operational, day-to-day clerical, and administrative support for UIL music activities and events while utilizing strong organizational skills, attention to detail, and the ability to manage multiple tasks and deadlines in a fast-paced environment.

Responsibilities

• Apply knowledge of the University Interscholastic League and its mission of serving Texas public schools through professional and effective communication in face-to-face interactions, online correspondence, and phone calls. Respond to routine inquiries and direct specialized questions to appropriate staff members as necessary.
• Effectively prepare and organize materials for UIL music events and activities, including signage, informational documents, and other event-related resources. Assist with ordering supplies and updating materials for internal use or online distribution in a timely manner while meeting established deadlines.
• Maintain and assist with updates to the UIL Music Library and the Prescribed Music List (PML), ensuring records, materials, and related information remain organized and current.
• Utilize organizational skills, attention to detail, and the ability to prioritize tasks in the coordination and preparation of committee meetings and related activities, including preparation of meeting materials and processing reimbursement documentation and payment-related information.
• Accurately input and process payment-related data for judges, committee members, and consultants while assisting with administrative processes and maintaining confidential records as necessary.
• Maintain a positive and professional attitude while working effectively in both individual and team settings.
• Work weekends and holidays depending on UIL music or other UIL functions. Perform other related duties as assigned.

Required Qualifications

Bachelor's degree. One year of previous work-related experience with clerical functions and coordinating events. Ability to manage multiple projects, meet deadlines and collaborate with a team. Excellent verbal, written and interpersonal communication skills. Experience managing simultaneous projects and meeting tight deadlines, and ability to determine and manage priorities.

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

Three to five years of clerical experience and event coordination. First-hand knowledge of UIL and UIL events.

Driving Required

This job requires a class "C" operator's driver's license. The applicant selected must provide a current three year driving record from the current state of residence. If not currently a Texas resident, a Texas driver's license must be obtained within 30 days of becoming a Texas resident. Employees who are required to have a CDL are subject to drug and alcohol testing (pre-employment, post-accident, reasonable suspicion, random, return-to-duty, and follow-up drug and alcohol testing).

Salary Range

$51,000 + depending on qualifications

Working Conditions

• May work around standard office conditions.
• Repetitive use of a keyboard at a workstation.
• Manual dexterity.
• Occasional evening, weekends and holiday work is required.
• Occasional travel is required.

Required Materials

• Resume/CV

• 3 work references with their contact information; at least one reference should be from a supervisor
• Letter of interest

Important for applicants who are NOT current university employees or contingent workers: You will be prompted to submit your resume the first time you apply, then you will be provided an option to upload a new Resume for subsequent applications. Any additional Required Materials (letter of interest, references, etc.) will be uploaded in the Application Questions section; you will be able to multi-select additional files. Before submitting your online job application, ensure thatALLRequired Materials have been uploaded. Once your job application has been submitted, you cannot make changes.

Important for Current university employees and contingent workers: As a current university employee or contingent worker, you MUST apply within Workday by searching for Find UT Jobs. If you are a current University employee, log-in to Workday, navigate to your Worker Profile, click the Career link in the left hand navigation menu and then update the sections in your Professional Profile before you apply. This information will be pulled in to your application. The application is one page and you will be prompted to upload your resume. In addition, you must respond to the application questionspresented to upload any additional Required Materials (letter of interest, references, etc.) that were noted above.

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Employment Eligibility:

Regular staff who have been employed in their current position for the last six continuous months are eligible for openings being recruited for through University-Wide or Open Recruiting, to include both promotional opportunities and lateral transfers. Staff who are promotion/transfer eligible may apply for positions without supervisor approval.

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Retirement Plan Eligibility:

The retirement plan for this position is Teacher Retirement System of Texas (TRS), subject to the position being at least 20 hours per week and at least 135 days in length.

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Background Checks:

A criminal history background check will be required for finalist(s) under consideration for this position.

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Equal Opportunity Employer:

The University of Texas at Austin, as an equal opportunity/affirmative action employer,complies with all applicable federal and state laws regarding nondiscrimination and affirmative action. The University is committed to a policy of equal opportunity for all persons and does not discriminate on the basis of race, color, national origin, age, marital status, sex, sexual orientation, gender identity, gender expression, disability, religion, or veteran status in employment, educational programs and activities, and admissions.

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Pay Transparency:

The University of Texas at Austin will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor's legal duty to furnish information.

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Employment Eligibility Verification:

If hired, you will be required to complete the federal Employment Eligibility Verification I-9 form. You will be required to present acceptable and original documents to prove your identity and authorization to work in the United States. Documents need to be presented no later than the third day of employment. Failure to do so will result in loss of employment at the university.

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E-Verify:

The University of Texas at Austin use E-Verify to check the work authorization of all new hires effective May 2015. The university's company ID number for purposes of E-Verify is 854197. For more information about E-Verify, please see the following:

• E-Verify Poster (English and Spanish) [PDF]
• Right to Work Poster (English) [PDF]
• Right to Work Poster (Spanish) [PDF]

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Compliance:

Employees may be required to report violations of law under Title IX and the Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act (Clery Act). If this position is identified a Campus Security Authority (Clery Act), you will be notified and provided resources for reporting. Responsible employees under Title IX are defined and outlined in HOP-3031.

The Clery Act requires all prospective employees be notified of the availability of the Annual Security and Fire Safety report. You may access the most recent report here or obtain a copy at University Compliance Services, 1616 Guadalupe Street, UTA 2.206, Austin, Texas 78701.